Financials 9.1 Upgrade Project and Electronic Approvals Overview Session October 10, 2012

Financials 9.1 Upgrade Project and Electronic Approvals Overview Session October 10, 2012

Project included two major components: - Core Module Upgrade to version 9.1 - Implementation of Electronic Approvals for Travel & Expenses and Purchase Requisitions Implementation of Electronic Approvals included: - Move from paper based to on line purchase requisition entry for goods and services > $5000 - Electronic approvals of purchase requisitions, travel advances, travel & expense claims and professional expense reimbursement (PER) claims Travel & Expense Claim and Travel Advance Entry - Claimants must submit their own T & E claims or approve the claim (email or online) if administrative support has prepared and submitted on their behalf - On line entry of (PER) claims by claimant Project Scope 2

Self Service Center Default collapsed menu and breadcrumbs to save real estate and less scrolling Replaces Researcher Self Service Provides direct access to most common self service entry and inquiry pages Quick link to the Employee Self Service Travel & Expense Center and Financials Online Training Assigned on User ID creation and the assignment of the Employee Self Service role PeopleSoft Financials: User Home Page 3

Type of User (Financials User Role) User Access Assignment Requester (ZEP_REQUESTER_ENTRY) Department Requester (ZEP_DEPT_REQUESTER_ENTRY) Active Department Budget Owner or Project Budget Owner (ZZF_MGR_SELFSERV) Authorized Delegates Proxy (ZZF_DELEGATED_APPROVER) Allows a user to enter, submit and manage requisitions Automatically assigned to Department Approvers, Project Approvers and active Project Team Members with an active CCID, Employee ID, @ualberta.ca Email Address and active Relationship to Institution (academic, employee or guest). Allows a user to enter, submit and manage requisitions Access is granted to operating department specific staff via an approved PeopleSoft Financials security request form with an active CCID, Employee ID, @ualberta.ca Email Address and active Relationship to Institution (academic, employee or guest). Allows a user to approve requisitions Automated approver access is granted to users assigned as a Department Approver or Project Approver Allows a user to approve requisitions on behalf of a Department Approver or Project Approver while they are away Automated approver access is granted to users assigned as a: Proxy to a Department ID or Project ID between a specified start date and end date. Sub delegate to a Project ID between a specified start date and end date. Department Approver Manager ID assigned to an active Dept ID Project Approver Project Manager/Holder selected in an open and active Project ID Purchase Requisitions: User Roles 4

Requesters can create purchase requisitions on-line by navigating to the Self-Service Center in PeopleSoft Financials Requesters can create purchase requisitions on behalf of other requesters Requesters create purchase requisitions as follows: 1. Define Requisition 2. Add Items and Services 3. Review and Submit Requisition Name (optional department filing reference) Vendor (if known) Delivery Information SpeedCode and Account Item Description Quantity Amount Validate Item Lines and Accounting Information Add Comments (approval justification or send to vendor) Upload Attachments (e.g., vendor quote, supporting docs) Upon clicking submit, the purchase requisition are routed for electronic approval based on the Dept ID (Operational Funds) or Project ID (Research/Special Purpose Funds) Purchase Requisitions: Enter to Submit 5

Workflow Event Email Condition / Recipient Notification Route for Approval Yes Requester to Approver Deny Transaction Yes Requester notified requisition has been denied Reassign Approver Yes TCS reassigns (on request) a requisition to another Approver (on approved request) Purchase Requisitions: Email Notifications 6

Online Approval Pages Email Approval Purchase Requisitions: Approving Transactions 7

Type of User (Financials User Role) Claimant Inquiry (ZZF_EMPL_SELFSERV) Claimant Entry (ZEX_SELF_ENTRY) Authorized Data Entry User (user must have ZEX_SELF_ENTRY) Independent Reviewer for Research/Special Purpose Only (ZEX_REVIEWER) Active Department Budget Owner or Project Budget Owner (Holder) (ZZF_MGR_SELFSERV) Authorized Delegates Proxy (ZZF_DELEGATED_APPROVER) User Access Assignment Allows a user to view their expense claims and advances Assigned self inquiry access is granted to users on User ID creation with an active CCID, Employee ID, @ualberta.ca Email Address and active Relationship to Institution of academic, employee or guest) Allows a user to enter, submit and view exclaims and advances Automated self entry access is granted to users with an active CCID, Employee ID, @ualberta.ca Email Address and active Relationship to Institution of academic, employee or guest) Allows a user to enter, submit and view claims on behalf of another user Access granted by the claimant to enter a claim or advance on their behalf. User must meet the same criteria as an active claimant. Allows a user to review and approve claims for eligibility and relevance Access granted via an approved PeopleSoft T & E Independent Reviewers security request form. Independent review is only applicable to Research/Special Purpose Projects related claimants processed to fund codes 330, 350, 530, 531, 540, 535 and 550. User must meet the same criteria as an active claimant. Allows a user to approve expense claims and advances Approver access is automatically granted to users assigned as: Budget Owner (Manager ID) of an active Dept ID Current Budget Owner (Project Manager) assigned to an open and active Project ID User must meet the same criteria as an active claimant. Automated approver access is granted to users assigned as a Proxy to a Department ID or Project ID between a specified start date and end date. User must meet the same criteria as an active claimant Department Approver Manager ID assigned to an active Dept ID Project Approver Project Manager/Holder selected in an open and active Project ID Change Privileges View Only Full change privileges Full change privileges Can update fields such as business purpose, details descriptions, amounts, GST, no receipt and nonreimbursable Cannot insert or remove rows, change expense types or update SpeedCodes/ ChartField values No change privileges, must send back No change privileges, must send back Travel & Expenses: User Roles 8

Claimants create expense claims and travel advances on-line by navigating to the Self-Service Center in PeopleSoft Financials Claimants can assign an authorized data entry user who can create expense claims and travel advances on their behalf (Note: The claimant will still be required to approve the claim online or through email.) Claimants create expense claims as follows: 1. Enter Header Information 2. Add Expense Line Details 3. Validate and Submit Description Business Purpose Accounting Defaults (SpeedCode) Details (e.g. attestation) Expense Type Amounts Currency GST Line Description Non- Reimburseable Receipts Check For Errors Save Review Expense Report Print Submit Upon clicking submit, the expense claim is routed for electronic approval based on the Dept ID (Operational Funds) or Project ID (Research/Special Purpose Funds) Travel & Expense Claims: Enter to Submit 9

Workflow Event Email Notification Condition / Recipient Route for Approval Yes Authorized Data Entry User to Claimant on Submit (Expense Report or Cash Advance) Route for Review No Claimant Submit or Approve sent to Independent Reviewer (Expense Report) Independent Reviewers action claims when receive the paperwork Route for Approval Yes Independent Reviewer to Approver (Expense Report) Deny Transaction Yes Claimant notified Expense Report or Cash Advance has been denied Send Back Yes Expense Report or Cash Advance sent back to Claimant Reassign Approver Yes TCS reassigns (on request) an Expense Report or Cash Advance to another Approver Travel & Expenses: Email Notifications 10

Online Approval Pages Email Approval Travel & Expenses: Approving Transactions 11

PeopleSoft Security Forms Cabinet - includes updated forms for: Request for Administrative Application Access PeopleSoft Financials this form would be used to request Department Requester access Request for Administrative Application Access PeopleSoft Delete Request for Administrative Application Access PeopleSoft Travel & Expenses Independent Reviewer Request for Administrative Application Access PeopleSoft Financials Proxy Assignment AIS Support Site (username: aissupport, password: thefuture) Security > Financials Role Listing (Excel) - list of available end user roles grouped by campus community and central service unit identify roles automatically assigned (no security access request form required) Security > Authorized Approvers - list of authorized approvers for a Department Financials 9.1 Upgrade Production Notices - sent to PeopleSoft Financials Users AIS Website (www.ais.ualberta.ca) 12

Community Information > Employees - includes information and links to: PeopleSoft Financials Login Financials Online Training Entering and Approving T & E Advances and Claims Entering and Approving Purchase Requisitions Entering Accounts Payable Journal Vouchers Entering Billing Customer Invoices Running Reports (nvision, PS Query and SQR) within PS Fundamentals Setting up Gmail filters to organize Approval Email notifications link to browser settings and email approval limitations link to policies/procedures for travel & expenses, professional expense reimbursement, and purchase requisition policy/procedure link to the e-approvals website (www.e-approvals.ualberta.ca) AIS Website (www.ais.ualberta.ca) 13

Community Information > Researchers: PeopleSoft Financials Login Financials Online Training Entering and Approving T & E Advances and Claims Entering and Approving Purchase Requisitions Entering Accounts Payable Journal Vouchers Entering Billing Customer Invoices Running Reports (nvision, PS Query and SQR) within PS Fundamentals Running Researcher Home Page and etrac Inquiries and Reports Setting up Gmail filters to organize Approval Email notifications link to browser settings and email approval limitations link to policies/procedures for travel & expenses, professional expense reimbursement, and purchase requisition policy/procedure link to the e-approvals website (www.e-approvals.ualberta.ca) accessing Researcher Home Page and etrac for Faculty/Department Administrators and Central Service Units for Researchers and Project Team Members Information on Researcher Home Page and etrac including rules for assigning access AIS Website (www.ais.ualberta.ca) 14

This website provides important information for users to help them understand how electronic approvals in Travel & Expenses and eprocurement Purchase Requisitions impacts users: Overview - of this aspect of the project Frequently Asked Questions - based on questions asked in various events such as Town Halls, Focus Group sessions and Conference Room Pilots Presentations - delivered to the community Approval Process Flow Diagrams for Travel Advances, Expense Reports (Claims) and Purchase Requisitions Communication Plan denoting communications to all levels of stakeholders Day 1 Communications for Budget Owners, Project Holders, Independent Reviewers, Claimants and Requesters. www.e-approvals.ualberta.ca 15

Financials 9.1 Upgrade Review announcements issued throughout the Financials 9.1 Upgrade Implementation SMS Bulletin Review the SMS Bulletin Archive Revised UAPPOL procedures: Travel Expense Procedure Travel Expense Procedure Schedule of Allowable Expenses (Appendix A) Travel Advance Procedure Payment Procedure Non-employee Travel Expense Payment Form Located in the Financial Services Forms Cabinet under Supply Management Services > Travel and Expense Management www.sms.ualberta.ca 16

For Travel & Expenses or Procurement business-related issues contact: customerservice@sms.ualberta.ca For PeopleSoft Financials system-related issues contact: helpdesk@ualberta.ca Raising Issues 17